Would you like to conquer the chore of vacation planning year after year? As summer approaches I face that annual challenge of organizing a family vacation that will delight everyone and fit into my hectic schedule. Balancing work demands, household responsibilities, and the desires of children and spouse can be overwhelming. Planning our family trip feels like navigating a maze. Researching destinations and activities that cater to each family member’s interests is tricky. Plus, staying within a budget while meeting everyone’s expectations can feel like an impossible task. This time, I was learned to tackle it with new strategies. I vowed to conquer this recurring source of anxiety and effort with a repeatable process.
Embracing Best Practices for Trip Organization
First thing’s first, Budget vs. Experience:
Are their bucket list destinations that you want to consider?
My research and experience showed that most advice online says to start with budget and squeeze the options into that constraint. And I do that – sometimes. But first, I want to go through a quick exercise to make sure we’re not missing the forest for the trees. If we’re going to spend a bunch of money on travel, we want to get the most out of it, right? So each year I pull out a list I’ve started to keep: Bucket list destinations. And I add to it from time to time.
Make your own bucket list of destinations and do a quick google search: cost of visiting _______ for ______ days. Don’t fall into the rabbit-hole of getting detailed about this. We just want a ball park number. Write that number next to your bucket list item.
Now we accomplished two things. One, is there a bucket list destination within this year’s budget? Or perhaps, are there any I’d consider a little extra splurging to get to this year? And two, we now have a saving and budgeting goal for next year that we can use to motivate us and plan for super early.
Should I get travel planning help, or DIY the plan?
This is question number 1 in my book. For me it comes down to a few of factors. I weigh these consideration right off the bat, as this decision colors everything that will happen in my planning.
- Do I have time?
- If it’s getting late in the season and I’m running out of time to get things planned, I know the stress of doing it myself is going to go past the tipping point and I’d be better off just enlisting some help.
- How complicated is the trip?
- If we’re talking about a destination with a lot of options, or if navigating the options requires some local know-how or experience, it can be beneficial to get help from a planner that has done trips like yours before.
- How big is the trip?
- If it a big trip, like a bucket list item, and we’re investing substantial money or time, I’ll often bring in someone with experience in order to add some assurance that it’s going to come off as a positive experience.
There are some good articles about this topic out there: Like this one from The Points Guy.
Picking a travel agent:
This is actually more important than it used to be. The Internet and ‘online agencies’ has made it possible for anyone to appear as if they are a credible expert and we don’t want to put our vacation destiny in the hands of just anyone.
Look for certified agents from reputable organizations like ASTA or The Travel Institute. Membership with AAA or companies like Carlson Wagonlit can also indicate credibility. Ensure they comply with state travel laws and carry insurance.
Prefer local agents for a personal touch and face-to-face meetings, which online agencies can’t replicate. I’ve found that a person you’ve sat with even briefly and looked in the eye is much more likely to be there for you if things go bad – which in travel, eventually happens. Exceptions apply if seeking specialized agents, but a trusted voice on the phone beats large agencies’ scripted customer service.
Interview prospective agents to assess experience and fees. Conduct in-person interviews to gauge their professionalism and office environment. Move on if not satisfied with what you see.
Pressure testing: You want an agent who will be there and help under pressure situations like flight delays or booking issues. Good agents will assist beyond providing a company’s phone number, showing they’re not solely driven by commissions – which is how most of them earn their money. I ask around to see what friends have had experiences, good and bad with their travel agents. A group text to your friends and family will likely produce some great feedback.
After the bucket list exercise and Agent v.s DIY question, I cycle through a set of steps and best practices.
1. When to start: Begin planning your trip a few months ahead. If I want to target a Bucket list item, it may be a year or even two depending on the cost. But that allows me to treat it like its own project. I gather info, sort out options, and solicit advice from people who have been there. Early planning allows you to snag better deals on accommodations and activities, especially during peak travel times. Create a timeline with milestones for tasks like researching destinations, booking flights, and reserving accommodations. Use online resources like travel websites and blogs to gather insights and ideas for family-friendly destinations. Consider signing up for fare alerts and hotel price trackers to catch discounts.
2. Consider the Budget: Determine your vacation budget, including transportation, lodging, meals, activities, and extras like souvenirs. Use budgeting tools or apps to track expenses and ensure you stay within your limits. Look for budget-friendly options for accommodations and activities. Consider traveling during off-peak seasons or opting for all-inclusive packages that bundle costs for convenience.
3. How to Involve the Family: Make vacation planning a family affair. Sit down with your kids and discuss their interests and preferences. Encourage them to research destinations and activities they’d like to try. In particular, I like to pick two destination options, then let them research activities at those destination. It narrows things down while at the same time delegating and involving others. This not only builds excitement but also ensures everyone has a say in the plans. Create a shared document or vision board where everyone can contribute ideas and suggestions.
4. Choose Safe or Family-Friendly Destinations or options: If you’re on an adults only trip, this one is a little easier. But safety for anyone in unfamiliar places can be tricky to navigate so definitely do a bit of research. For Families, look for destinations that offer a mix of activities for all ages. Consider safety, accessibility, and amenities like kids’ clubs or family-friendly attractions. Research popular family destinations known for their kid-friendly offerings. Reach out to fellow parents for recommendations or read reviews from families who have visited the same places.
5. Research Family-Friendly Accommodations: When booking accommodations, prioritize family-friendly options like spacious suites, on-site amenities (such as pools or playgrounds), and convenient locations near attractions. Compare prices and read reviews to ensure accommodations meet your family’s needs. Consider vacation rentals for larger families or longer stays, and inquire about family discounts or special packages.
6. Plan Flexibility: While it’s good to have an itinerary, leave room for spontaneity and downtime. Avoid over-scheduling to prevent exhaustion. Incorporate activities that cater to everyone’s interests and energy levels. Use travel apps to discover nearby attractions and events during your stay. Keep alternative plans in mind in case of unexpected weather or changes in schedule.
Applying Strategies for Success and Creating Lasting Memories
By following these tips, our family vacation turned into a success story. I learned to delegate tasks, like researching family-friendly restaurants and attractions, which lightened my load and brought us closer together. Planning a family vacation as a busy parent is challenging but incredibly rewarding. By embracing these trip-planning strategies and involving the whole family, I discovered that even with a busy schedule, you can create unforgettable experiences. Start early, stick to a budget, choose family-friendly destinations, and prioritize flexibility. With proper planning and a positive mindset, you can turn your family vacation dreams into cherished memories.
